NSLS-II Department Administrative Assistant

Location: Upton

Brookhaven National Laboratory (BNL) is seeking an organized and detail-oriented Administrative Assistant to support the National Synchrotron Light Source (NSLS-II). This position works with minimal supervision, manages multiple priorities simultaneously, and interacts regularly with internal and external stakeholders, including senior management, collaborators and visitors.

The ideal candidate will demonstrate strong organizational skills, sound judgment, and the ability to manage multiple priorities in a fast-paced, service-oriented environment.

Essential Duties and Responsibilities:

* Provide comprehensive administrative support to management and department personnel.

* Manage complex calendars, schedule meetings, coordinate agendas, and arrange meeting logistics.

* Coordinate domestic and international travel arrangements and process travel reimbursements.

* Process invoices, expense reports, and other financial documentation using Laboratory business systems.

* Coordinate contract, procurement, and vendor documentation as required.

* Coordinate visitor and guest appointments for site access.

* Coordinate workshops, conferences, seminars, and special events.

* Process and manage departmental purchases through multiple procurement channels, including credit card transactions, eBuy, ePro, pick tickets, and purchase orders, ensuring compliance with Laboratory policies and procedures.

* Exercise, professionalism, and discretion when handling sensitive matters.

Required Knowledge, Skills, and Abilities:

* Some form of secretarial or office administration training, plus eight years of experience in substantive and relevant administrative, secretarial, clerical, or other responsible work which provides evidence of the knowledge, skills, and abilities necessary to successfully perform the duties of the position.

* An Associates or Bachelor's degree with coursework, or training, specifically related to the position requirements may offset qualifying experience of 2:1 (experience: college) years.

* Demonstrated ability to perform complex administrative functions with minimal supervision.

* Strong organizational, planning, and prioritization skills.

* Excellent written and verbal communication skills.

* Ability to manage multiple competing priorities in a dynamic environment.

* Strong attention to detail and commitment to accuracy.

* Ability to maintain confidentiality and exercise sound judgment.

* Ability to establish and maintain productive working relationships across all organizational levels.

Preferred Knowledge, Skills, and Abilities:

* Experience providing administrative support

* Familiarity with BNL systems, policies, and procedures

* Experience coordinating meetings, travel, events, and administrative processes.

* Advanced proficiency with Microsoft Office Suite, including Outlook, Workday, Teams, Video Conferencing Software and SharePoint.

* Environmental, Health & Safety Requirements:

* Office based with routine interaction across the Laboratory

* May require occasional schedule flexibility to support events or programs

* Some physical activity may be required, including lifting and transporting materials for events or programs

Brookhaven Laboratory is committed to providing fair, equitable and competitive compensation. This is a multi-level role and the full salary range for this position is $72,000 - $82,000/year. You will be placed at the level and salary commensurate with your experience. Salary offers will commensurate with the final candidates qualification, education and experience and considered with the internal peer group.

Brookhaven National Laboratory is committed to employee success and we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Review more information at BNL | Benefits Program

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